Keep your GST records organised

Create one consistent record structure

Organise transaction records by business entity and period, using the same structure each time. Keep the source document connected to the accounting entry wherever practical. Good organisation helps your team find information when a reconciliation or review raises a question.

• Separate sales, purchase and adjustment records.
• Label records consistently by period and document reference.
• Assign an owner for missing or incomplete information.

Keep adjustments visible

Credit notes, debit notes and other adjustments can be difficult to follow when stored separately from the original transaction. Retain the relationship between the documents and record a short explanation of the change. Your adviser can assess how a particular adjustment should be treated.

Review differences systematically

Use a simple working log to track differences identified between books and the other records being reviewed. Record the source, amount, reason if known, and person responsible for follow-up. Preserve the evidence of how each difference was resolved.

• Distinguish missing records from timing differences.
• Keep queries and their supporting documents together.
• Carry unresolved items into the next review with a clear owner.

Build a repeatable review routine

Agree an internal cadence for gathering records and reviewing outstanding items. Consistency makes it easier to identify gaps while the underlying transaction is still familiar. The right routine depends on your business, systems and the requirements established with your adviser.

Use a focused adviser discussion

Share a concise list of unresolved differences, unusual transactions and questions before a meeting. This guide is general information about organising records. It does not determine tax treatment, eligibility, filing obligations or deadlines; those need a review of your specific circumstances and the applicable requirements.